Administrative Assistant

WEST SIDE FED SR.SUP • New York, NY

34d • Onsite

About The Position

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization responding to the need for low-cost housing. Our mission is to provide safe, affordable housing with supportive services within a residential setting that enhances the independence and dignity of each person. WSFSSH develops, manages, and provides social services in housing for low-income persons, especially those who are older, who have experienced homelessness and who live with mental illness.

The Administrative Assistant provides support to ensure efficient daily operations to the Property Manager to ensure effective daily operations of our senior residential offices. This key role serves as a key point of contact, supporting staff, leadership, vendors, and our senior residents to promote smooth workflow and operational effectiveness.

Please Note: This is a full-time position (5) days a week on-site.

Requirements

• Establish and maintain high levels of care, respect for, and communication with tenants and staff
• Work cooperatively with other staff members:
• Collaborate effectively with colleagues and team members
• Proficient math and writing skills
• Proven computer literacy in Microsoft Office (Excel, Word, Outlook)
• Detailed and organizational skills is required
• Emotionally, mentally, and physically able to perform job responsibilities.
• High School or GED required.
• Minimum of one-year relevant administrative office experience

Nice To Haves

• Real Page experience, highly preferred
• bilingual English/Spanish, highly preferred
• Associate or bachelor’s degree preferred
• Minimum of one-year of experience working with the elderly population

Responsibilities

• Manage general office functions but not limited to filing, faxing, Email/Phone correspondence
• Assist manager when responding to building violations
• Maintain and distribute all management office lists related to tenants, vendors, staff and miscellaneous documents to tenants or personnel
• Schedule quarterly maintenance of equipment with vendors, schedule fire drills, and schedule maintenance of office equipment as needed
• Order supplies when needed: key blanks, appliance parts, office supplies, cleaning Fania and maintenance supplies and equipment if needed
• Document vendor repair work
• Maintain vendor contract files
• Document problems encountered, & propose resolutions
• Maintain Certificate Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expired
• Oversee office space organization and filing system
• Maintain tenant charts and files
• Manage office inventory
• Maintain working relationship with vendors and process invoices
• Oversee management of applicant waitlists
• Assist in collecting document and reviewing income certifications
• Document and maintain incident reports
• Assist in preparing and managing Legal correspondence
• Maintain building work orders and track to ensure completion
• Cover Front Desk during designated times, including daily lunch breaks
• Participate in Post office runs
• Implement emergency procedures as necessary
• Assist in rent collection and check processing
• Work with residents on personal organization and schedules; recreation, and other activities
• Assist Supervisor with gathering and tracking client statistics
• Review and monitor resident work orders, coordinate between resident, social services, and Property Management
• Actively engage with tenant and staff to participate in building activities
• Attend training sessions and conferences as required for enhancement of job skills
• Assist with other duties as directed

Benefits

• Medical
• Dental
• Vision
• 403 (B) retirement savings
• Flexible Spending Accounts (FSA)
• Life & Disability
• Short-term and Long- term Disability
• Employee Assistance Program (EAP) commuter benefits and more Voluntary benefit options and Time Off that includes 11-12 paid Federal Holidays, accrued Vacation and Sick Time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees